Why Notebooks Matter for Productivity Today

In today’s fast-paced digital world, it’s easy to feel overwhelmed by the constant flow of information and distractions. Keeping up with everything can be chaotic, whether you’re a student, entrepreneur, or professional. Many creators find that notebooks offer a tactile, focused experience that enhances productivity and mental clarity.

That’s where the GTD productivity method comes in—a timeless system developed by David Allen to help you capture, process, and execute tasks with clarity and confidence. While GTD can be implemented digitally, I believe there’s greater benefit in using it on paper. The idea is to capture our thoughts and ideas in a way that ensures they’re not lost in the infinite expanse of digital storage. We’ll turn to technology later, once we’ve gained clarity about what needs to be done.

What Is the GTD Method (Getting Things Done)?

GTD stands for “Getting Things Done,” a productivity methodology created by David Allen, a renowned consultant and author. First introduced in his 2001 book Getting Things Done: The Art of Stress-Free Productivity, the method has stood the test of time.

Its core principle is to offload everything from your mind into a trusted external system—whether it’s an A5 notebook, a digital app, or a simple piece of paper. Technology can certainly be used, but accessibility is key to capturing ideas before they vanish.

Who Is David Allen?

David Allen is an expert in organizational efficiency and personal productivity. With decades of experience, he developed the GTD framework to help individuals and organizations manage commitments with less stress.

 

How to Implement the GTD Method Using Only a Notebook

The Core Principle: Mind Like Water

GTD aims to achieve a state of “mind like water”—a metaphor for mental balance and calm. To reach this state, you must empty your mind into a reliable system. In this case, we’ll use paper to eliminate screen distractions and create a simple space for focus, intention, and permanence. Less is more.

Start by choosing a notebook that suits your needs: an A5 or A6-sized notebook for portability, or an A4 for more space. This will be your “capture” notebook, where you jot down everything on your mind—tasks, ideas, reminders—without filtering.

Reducing Stress by Externalizing Tasks

Capture ideas and tasks as soon as they arise by transferring your thoughts to an external source like a notebook. This helps reduce mental clutter and allows you to focus on execution.

Keeping a notebook handy makes this process easy and effective. It’s a physical, finite, always-available space—with no distractions, no batteries, and no logins. Catch your thoughts before they slip into the unconscious. Feel free to forget them for a while—we’ll come back to them later with greater clarity.

The Five Stages of the GTD Workflow

Step 1: Capture

This is the most critical step: capture everything. Write down anything that grabs your attention—ideas, to-dos, emails, concerns—in a notebook you carry with you, just like an “inbox.”

Step 2: Clarify

Review your notes and ask: What is this? Can I act on it? If not, decide whether to delete it, save it for later, or file it. If the answer is yes, define the next action.

Clarifying on notebook paper can be as intuitive as crossing things out, underlining, highlighting, color-coding, or drawing arrows and circles around your thoughts.

Step 3: Organize

Once clarified, your tasks need structure. Many creators set up bullet journal-style sections, while I prefer to use multiple notebooks for context-based content, projects, or shelved items—these are the things I might take action on someday in the future.

I dedicate entire notebooks or sections to different subjects: content ideas, product ideas, to-do lists, finance, designs, spirituality, and so on. Focus on areas that are important and likely to make a positive impact on your life right now. These categories can change over time, so don’t overthink it.

Step 4: Reflect

The weekly review is the foundation of the GTD system. Set aside time to go through your "capture" notebook, eliminate outdated tasks, and refocus your priorities.

Start from the last page and move backward through the previous ones. The goal is to cross out all the earlier pages and consolidate everything onto the last page. If you find an idea or thought that’s already on the last page, cross it out on the earlier pages. If you come across a thought on a previous page that isn’t yet on the last page, add it there and then cross it out from where you found it. This way, we gather all active thoughts in one place, without repeating them.

Discard anything unimportant and organize the ideas that need to be developed or structured into your different notebooks. One hack I use is keeping my capture notebook the same as my to-do list, so I always have both at hand. After organizing my thoughts, I leave only the most important tasks I need to act on.

Step 5: Engage

Now it’s time to act. With everything captured, clarified, and organized, your notebook becomes your guide. Review your lists and choose what to tackle based on context, available time, energy, and priority.

Common GTD Tools—And Why Paper Still Wins

Common digital tools like Todoist, Notion, and Trello can also be used for GTD, but notebooks remain my favorite for their simplicity and focus. No updates, no alerts—just pure, uninterrupted thinking.

Real Benefits of Using Paper with GTD

• Greater focus and mindfulness
• Better memory retention through handwriting
• Stronger emotional connection with your goals and tasks

Writing by hand in your bullet journal also minimizes digital multitasking, helping you stay fully present. Without built-in distractions like notifications, you can give each task the attention it deserves, leading to more conscious decisions and better-aligned outcomes.

How to Start with GTD on Paper

Start by choosing the right Moustachine—consider size, paper quality, durability, and aesthetics. The right equipment can keep you motivated to stay engaged with your goals. Over time, create dedicated sections or use dividers to stay organized. Embrace imperfection—your system will evolve with practice.

Don’t worry about getting everything perfect on day one. The real value of GTD lies in its flexibility. You can begin with a simple daily list and gradually expand into to-do lists, contexts, projects, and weekly reviews as your needs become clearer.

Entrepreneurs and Freelancers

If you work independently or run a business, you likely have a vast collection of ideas. Make them tangible by writing them down—yes, with pen and paper. Give them physical form. Reflect on each one and determine the next steps to take.

Don’t start developing them in detail with technology until you’re certain it’s the right move. This approach will make your time management more efficient.

Professionals

Professionals take notes in meetings, jot down new concepts, or capture customer feedback quickly and reliably. Reflect on these notes, eliminate what’s unnecessary, structure and prioritize the rest. Then, move to the computer to further develop your ideas. This streamlines decision-making and makes execution easier.

GTD and Other Productivity Methods

Productivity methods on paper, like GTD, can be combined with techniques such as the Pomodoro method or digital time-blocking. GTD flows naturally in plain notebooks, while time-blocking works better in calendar-based interfaces.

Unlike other systems that rely on rigid time slots or scheduled interruptions, GTD allows you to adapt your workflow organically. It’s ideal for people with unpredictable schedules or multiple responsibilities. In my experience, the combination of methods is the most powerful approach.

How Paper Solves Today's Tech Challenges

Sometimes, new digital setups, software updates, and their endless functionalities can feel overwhelming. Paper offers a minimalist solution. If your system breaks down, all you need is a pen and a notebook to keep going. Most importantly, the act of rewriting lists or reorganizing ideas on paper is, in itself, a powerful tool for gaining clarity.

Tips from Creators

• Have only one "capture/to-do list" notebook at a time, but keep several themed notebooks in your creative space for specific topics.
• Keep your "capture" notebook with you at all times—prioritize portability.
• The weekly review is key; it will significantly boost your performance.
• Develop a simple visual symbol system (bullets, stars, colors, circles, arrows) to make entries easier to scan. Keep it intuitive.

Rediscover Focus with GTD and Paper

Using a notebook or journal offers a deeply satisfying, distraction-free way to regain control. Simple, reliable, and always ready—paper may be the most important step in your creator journey. It’s the simple act of turning your thoughts into their first physical form. Everything else follows from there.

Remember, it’s not a competition between technologies, but a collaboration between timeless and modern tools. Even state-of-the-art innovations often begin on paper. 

Ready to take the next step toward a more productive life? Explore our shop and discover the perfect notebook to level up: https://moustachine.com/collections/all

 

FAQs

What does GTD stand for?

GTD stands for “Getting Things Done,” a productivity system developed by David Allen. Its main goal is to free your mind from the stress of remembering tasks by using an external system that captures, organizes, and prioritizes everything. This way, you can focus on the right action at the right time—with more clarity and control.

Is GTD effective with paper notebooks?

Absolutely! Many find it even more intuitive and effective on paper, thanks to its simplicity. Handwriting enhances memory, minimizes digital distractions, and creates a stronger emotional bond with your goals. Plus, it allows you to adapt the system to your own visual and mental style—whether you're using a bullet journal, a composition notebook, or a clean A5 notebook.

Do I need special materials to start with GTD?

Not at all. Any notebook and pen will do. Some prefer dotted or minimalist styles for visual organization, but it’s not a requirement. What matters most is having a reliable space to capture your ideas and commitments. Over time, you can customize your tools based on your workflow—many love using bullet journals for this.

Can I combine paper-based GTD with digital calendars?

Yes. You can keep using a digital calendar while managing tasks and projects on paper. This hybrid approach is very common: notebooks offer clarity and flexibility, while your digital calendar can remind you of deadlines or events. The key is making sure both systems are up to date and aligned.

How often should I review my notebook?

Ideally, every week. Set aside quiet time to review your notes, clear out completed items, and reprioritize based on what’s happening in your life. This review keeps your notebook system sharp and helps you anticipate challenges and make better decisions with a broader perspective.

 

Ian Coronado
Founder & CEO